8-Step Guide to Robotic Process Automation

8-STEP GUIDE

to Robotic Process Automation

Guide Contents

Introduction to RPA

Where Robots Add Value

When to Use Other Tech

The 8-Step Guide

Robotic Success

The robots are here, and if you aren't already using them, you are falling behind your competitors. They are delivering unparalleled efficiency, cost reduction and risk control – achieving huge ROI for both large and small projects.

BUSINESS LEADERS

TECHNOLOGY TEAMS

Solutions when you need quick results without jeopardising operational integrity

Solutions when systems can’t cope with the rapid pace of change

Robotics

delivers benefits in weeks, not years.

Efficiency Completes the work of 20 staff | Rapid Deployment - live in just weeks Easy to scale to enterprise level | Delivers an ROI of 300% or more Delivers ‘super-human’ capabilities – tasks which you could never complete with humans alone*

Cost Reduction ​No employee costs to consider | No holidays, no breaks, works 24/7 No agency fees | No pay rises

Risk and Regulatory Control Audit trails for all work | 100% error free Train them once only | No employment legislation risk

​*for example the ability to clean your entire CRM database every day

Where Robotics

adds the most value

HIGH IMPACT

LOW EFFORT

HIGH EFFORT

LOW IMPACT

Rule-based, standardized and simple processes

PROCESS AUTOMATION

LOW CODE

DECISION MANAGEMENT

ARTIFICIAL INTELLIGENCE

ROBOTICS

Relieving staff from "swivel chair integration" — rekeying data between spreadsheets and systems

Work triggered by digital data, such as spreadsheets, email and IT system updates

Monitoring IT systems or queues for new transactions or changes in status

Where other technologies

may be better suited

HIGH IMPACT

LOW EFFORT

HIGH EFFORT

LOW IMPACT

Accessing IT systems that have frequent and unpredictable changes

PROCESS AUTOMATION

LOW CODE

DECISION MANAGEMENT

ARTIFICIAL INTELLIGENCE

ROBOTICS

Complex pattern matching in large data sets - better suited for AI

Where work is already being performed by technology e.g.

API’s, workflow management

Complex processes spanning many departments or when several people must work together to achieve an outcome better suited to process automation

8 steps for

a successful Robotics project

8. Maximise the potential of your Robotics solution

1. Shared objectives and scope

7. Configure, test, deploy and iterate

2. Select a partner who reduces your risk

Robotics Success 3. Model your business architecture

6. Design for exceptions

5. Design the Robot that supports your business architecture

4. Confirm your performance indicators

Stage

Shared objectives and scope

Process or Task

Affinity To Change

Business Value

Strategic Value

Technical Ease

Total Score

Invoice Processing

7

8

8

6

29

Automatic Payment Processing

2

6

8

2

18

Use this simple table to identify and agree the scope of your first project, giving each category a mark out of 10.

Engage and ensure shared understanding between the sponsor, stakeholders and the subject matter experts.

An ideal pilot project is:

Easy enough to succeed

Substantial enough to impress

Not blocked by change resistant teams

Stage

Select a partner who reduces your risk

Finding a technical specialist to build your solution won’t ensure success.

You need to find a partner with:

Experience implementing a fast-paced change programme of digital services

Skills to define a business solution that accelerates your corporate maturity

The skills to quantify the benefits of your project

The ability to reduce risks for both the project and the adoption of the technology across your organisation

Stage

Model your Business architecture

Map and understand your workflow

Identify deviations from the process path

Understand and remove defects, waste and customer and staff pain points

Identify failure demand – when process and systems issues create work which is 100% waste

Stage

Confirm your performance indicators

How will you

measure success?

Customer Perception and Satisfaction

Time Reduction

Cost Reduction

Volume and Efficiency Improvements

Reduction in Operational Risks

Stage

Design the Robot which supports your business architecture

Use your business architecture to define how humans and Robots work together

Assess the complexity of the Robot design based on the deviations in the business architecture

Design for maximum benefits using the failure demand, costings, defects and customer pain points captured in your business architecture

Challenge change resistance by designing a user experience that resolves the staff pain points identified in the business architecture

Stage

Design for exceptions

Incorporate Defensive Programming into your solution to ensure resilience.

This will help you navigate problems identified from your business architecture:

Errors that human staff work-around

Changes to underlying IT systems

Identification of the correct trigger events

Monitoring that the Robot is working correctly

And incorporate general Robotics best practice:

Prevention of gaps and duplications at restarts

Removing the impact of dirty data

Minimising IT System delays

Eliminating problems from deleted data files and folders

Checking Robot performance and capacity

Stage

Configure, test, deploy and iterate

OPTIMISE 3. Digital Business Optimisation

Adopt the T-Impact continuous improvement methodology:

Disrupt | Innovate | Optimise

Stage

Maximise the potential of your Robotics solution

ASSESS ROI REALISED

PILOT PROJECT ROADSHOW

AGREE FUTURE SCOPE

REALISE POTENTIAL

ASSESS ROI REALISED PILOT PROJECT ROADSHOW AGREE FUTURE SCOPE REALISE POTENTIAL

You have

delivered a project!

This approach provides the sponsorship, relevance and evidence you need for an effective change and communication approach You are now the Robotics ambassador who can help your colleagues achieve similar success.